Microsoft Outlook Web Access: Advanced Options and Extras

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Advanced Options

In Outlook Web Access there is an "Options"shortcut in the "Navigation Panel" where
you can set up different advanced options. This
document will take you through setting up some of these options.

Inserting a Signature

Click the "Options" shortcut in the "Navigation Panel" found on the
bottom left of your screen.

Under "Messaging Options", click
the "Edit Signature"button.

Enter and format signature text.

Click the "Save and
Close"button.

To
automatically include your signature on all outgoing messages make sure the "Automatically include my
signature on outgoing messages"box
is checked.

If
you want to include your
signature only on some messages,
then keep the "Automatically
include..."box unchecked and click
the "Insert Signature"button on the toolbar
of a new message.

Desktop Alerts

When
you receive a new message, a "Desktop Alert" will
appear on your desktop. Click
once on the alert to go to your Inbox.

To
turn this feature off, click the "Options" shortcut in the "Navigation Panel". Under "Messaging Options", clear the "Display a notification message when
new mail arrivesbox". The change will take place the next time you log
on.*

*This feature will not work if you have a pop-up blocker enabled.

Setting Default Formatting

You
can set default formatting
for all outgoing e-mail
messages.

1. Click the "Options" shortcut in the "Navigation Panel"on the bottom left of your screen.

2. Under "Messaging Options", click the "Choose Font".

3. Select formatting options in the Font dialog box.

4. Click the "OK" button.

5. Click the "Save and Close"button on the top toolbar.

Out of Office Assistant

The
Out of Office Assistant sends an automatic reply when you receive an e-mail message
while you are away. A reply is
sent the first time you receive a message from each sender.

1. Click the "Options" shortcut in the "Navigation Panel"on the bottom left of your
screen.

2. Under "Out of Office Assistant", select "I’m currently
out of the office".

3. Enter reply text in
the text box.

4. To disable
this option select "I’m currently in the office".

5. Click the "Save and
Close"button.

Filtering Junk E-mail

Outlook Web Access allows you to filter unwanted
messages.

Click the "Options" shortcut in the "Navigation Panel"on the bottom left of your
screen.

To add addresses
or domains that you want to receive messages from, select "Safe
Senders"

To add addresses
or domains that you do not want to receive messages from, select "Blocked Senders"

5. Click the Add button.

6. Enter an e-mail address or an Internet domain name

7. Click the "OK" button.

8. If you need to edit the address, select if from the list and choose "Edit".

9. If
you check "Trust e-mail from your Contacts" then anyone in your
contacts list will be
considered a "Safe Sender".

10. If you check "Treat all e-mail as Junk E-mail unless it has come from a member of your Safe Senders or Safe Recipients
list"then all e-mail that are not listed in
this window will be
directed to your Junk E-mail folder.

11. When you are finished click
the "OK" button.

12.
Click the "Save and Close" button on the
top toolbar.

Blocking External Content Downloads

Some
e-mail messages include
content, such as pictures or sound files, that are downloaded from a Web server when the message is opened. By
default, Outlook Web Access blocks
this external content. To stop automatic blocking of external content:

1. Click the "Options" shortcut in the "Navigation Panel"on the bottom left of your
screen.

Extras

Some
of Outlook Web Access extra features
will be covered in the rest of this document, they include creating
rules,
setting flags, and getting delivery and
read receipts when you send a
message.

Creating Rules

Rules allow
you to manage your messages by
performing actions that meet
specific conditions.
An example would
be: You are a Faculty member who
teaches English 101 and you want all
of your students to send an assignment to you using
e-mail. You
instruct your student to type English
101 in the subject box of the e-mail they send. You then set up a rule that will see English 101 in the subject box and send it
directly to the English 101
folder that you created.

1. Click the "Rules" shortcut in the "Navigation Panel"found
on the bottom left of your screen.

2. Click the "New button on the toolbar.

3. Enter a name for the rule
in the "Rule Name"box. (Messages
from student in English 101)

4. Enter or select criteria in the "When a messages arrives"section.
(Subject contains English 101)

5. Enter or select criteria in
the "Then" section. (Move
it
to the specified folder)

6. If
you choose the "Copy it to", or "Move it to the specified folder"criteria then
you need to click on the "specified
folder"link and highlight the
folder you want to move or copy it to. (English 101 folder)

7. Click
the "Save and Close"button on
the toolbar.

Marking Messages as Read or Unread

Right–click
the selected message in the "View
Panel". Select the "Mark as Read"or "Mark as Unread"from
the pop-up menu. Unread messages are displayed as bold text.

Flags

You
can quickly flag a message to organize your messages
or remind yourself to follow up on the message.

To flag a message, click the flag icon next to the message

To mark a flag
as complete, right-click the flag icon and select "Flag Complete"from the pop- up
menu. The flag will then turn into a checkmark

To change the
flag color, right-click the flag icon and
select a color
from the pop-up menu

To
clear the flag, right-click the flag
icon
and select "Clear Flag"from
the pop-up menu

Checking Names

Outlook Web Access can match partial names (including
part of the person’s last name,
e-mail address, or the full display name) to their corresponding e-mail
aliases using the Check Names
feature.

2. Click the "Check Names"button on
the top toolbar. (If OWA recognizes a name, the e-mail address
will
be filled in automatically. If OWA does not recognize
a name or if there is more than one match
for the name, the name will appear in
red and the "Check Names"dialog box will appear.)

3. In
the "Check Names"dialog box,
do one of the following:

To delete the recipient from
the message, select "Delete this recipient from the list"

To change to another name, select "Change to"and select a name from the
box. (If no suggestions appear, delete the recipient
or click the "Cancel" button)

4. Click the "OK" button.

5. Click
the "Send" button when you
are finished.

Setting Message Options

1. Create
the message you want to set options
for.

2. Click the "Options" button.

3. Under
Message settings, do the following:

To set the importance of the message, click the down arrow on the Importance and select a level of
importance

To set the sensitivity
of the message, click the
down
arrow on the Sensitivity box and select
a level
of sensitivity

Check the delivery
and/or the read receipt
options if you need that option

4. Click
the Close button.

5.
Click the Send button.

To quickly
set the importance level on a message, click the "Importance:
High"Or "Importance: Low"button on the top toolbar.

Setting Up Delivery and Read Receipts

If
you would like to track your messages to make sure they are delivered to the recipient, and read by the recipient then you can set up delivery and read receipts.

1. Create
the message that you want a delivery receipt for.

2. Click the "Options" button on the top toolbar.

3. Under "Tracking" options do the following:

To receive a notification that the message has been delivered
click the "Request a delivery receipt
for this message"box

To request a notification that the message has been opened by the recipient, click
the "Request a read receipt for this message"box

4. Click the "Close" button.

5. Click the "Sendbutton when you are finished.

If you checked "Request a
delivery receipt for this message"you will get a "Delivered:" in the "Subject" line of your inbox

If you checked "Request a read receipt for this message"you will get
a "Read: in the "Subject" line of your inbox

6.If someone sends you a
message with a read receipt
set up, when you open that message there will
be a note at the top saying: "The sender of this message has
requested a read receipt. Click here to send a receipt".

7.You can set whether to
automatically send a read receipt when one is requested of you. Click the "Options" shortcut on the "Navigation Pane"on the bottom left of your screen. Under "Privacy and Junk E-mail Prevention", select "Always send a response".

Checking Mailbox Quota and Current Size

Students,
faculty and staff are all given a certain amount of space to
house their e-mail.
You can check your mailbox size
by clicking the Mailbox Size/Quota
button.

Your current mailbox size
is presented at the top of the page in box letters.

On
this page, you will see
a graph illustrating the current size of your mailbox.
Blue indicates
the size of your mailbox, in megabytes, green, the
amount of size you have available, yellow,
when you will receive a warning,
orange, when you cannot send messages, and red, when your inbox has been shutdown.